Introduction

This document describes how to set up a personal email signature so that a fixed set of text appears at the end of each email that is sent. This could be something as simple as:

Regards,
firstname lastname

The personal signature will appear immediately at the end of the email body, but before any organisation-wide email footer that may have been configured. Instructions on how the footer text can be modified (by administrators only) is given in the following document:

Creating/Editing an Organisation Email Footer

Instructions

Download the following document, then open it in Microsoft Word: OutlookEmailSignature.docx.

Note: DO NOT open in the document in Microsoft Teams as Team adds extra formatting that will cause the signature not to work correctly. If you click on the above link, the document can then be downloaded by clicking on the ellipsis that appears at the very top of the Teams screen and selecting the Download option.

From Outlook, select the settings cog near the top right hand side of the Outlook window. In the “Search settings” box, type “Signature” to locate the “Signatures” option, which should appear to the right of the “Search settings” box. Locate the Speakeasy” signature or create a new signature and call it Speakeasy. A window should appear showing the current signature content.

From 2024, the new version of Outlook does not allow the complete contents of the Word document to be copied, so follow these steps:

• Copy the text contents of the OutlookEmailSignature document from Microsoft Word and amend as appropriate – e.g. modify the days of working.
• Save the image part as a PNG file (use the Windows Snipping tool to capture the images from the Word doc). An image file OutlookSignatureImage.png containing the images required in the signature has already been saved – overwrite this each time the layout is required to be changed.
• Insert the PNG image into the signature.